Virtual Meeting Registration and Voting Instructions for June 12, 2021 General Meeting

2021 General Meeting June 12, 2021 10:00 AM Team Voting Registration Instructions - Voting will be done using the Zoom Polling feature - Each team is permitted one voting member only, only eligible voters should participate in Voting polls - Please identify yourselves by name, team and if you are the designated voter for your team - Please rename yourselves in the participant s view prior to the start of the meeting - EXAMPLE: Joel McGovern would be renamed to Joel McGovern - Raiders 50 VOTE Please familiarize yourself with the Hand Raise feature (will be used for motions)

AGENDA 1. Virtual Meeting Process 2. Quorum / Minutes / Agenda 3. Updates Treasurer and Bookkeeper Position SAMSPA Financial Update League Updates 4. Team Fees / Gift Card Program 5. Money in Your Mitt Program 6. Information Items Policy Review League Procedures and League Communications 7. Rule Changes Courtesy Runner from Home Courtesy Runner in Extra Innings 8. New Business 9. Adjourn Joel Darren 10:00 10:05 Joel Joel Joel Joel Joel 10:10 10:15 10:20 10:35 10:45 Joel Joel 10:50 11:00 Joel 11:10 Joel Joel 11:20 11:30 2

Virtual Meeting Process Please keep your microphones off until asked to speak by the Chair. Motions If the speaker calls for a mover and seconder, please use the Hand Raise feature Voting Process Only one voter per team Board members get an additional vote Attendees should rename themselves to include their affiliation (team/org) Attendees with voting privileges should include the word VOTE in their name Voting will be done using the Zoom Polls feature only participate if you are the designated voter for your team Asking Questions To ask a question, use Hand Raise feature it identifies you and creates a queue Chair will ask you to enable your microphone and ask question Please indicate who you are directing your question towards Chat Feature Use this tool to communicate with us if you are having technical challenges We will not be monitoring the chat for questions from the floor (Hand Raise) 3

Quorum / Minutes / Agenda Approval Call to Order 1. Quorum 2. Motion to Adopt Minutes of April 10, 2021 General Meeting 3. Motion to Adopt Agenda for this Meeting 4

Updates Board Positions Treasurer - Vacancy Background Call for Nominations Vote (if necessary) Bookkeeper (paid position) Part-time work throughout the year Process invoices, bills, payroll Fee collection Excel and Quickbooks We are preparing a job description 5

Updates SAMSPA Financial Position 2021 Trend Update Budgeted net loss for the year: Expecting year-end cash reserves of: $8k Target Reserve Level of: 5-year plan to restore reserve levels (-$9k) $110k Outlook has improved considerably Additional $10k from Provincial Subsidy Additional $10k - $15k Wage Subsidy Exceeded our fundraising goals, but lost one tournament About $7.5k donated from teams via Gift Card 3 years 5 Years

2021 League Updates Schedule Complete Starts June 21 (10 weeks) 21 Games (22 for +40 and +50 DIVS) plus Playoffs Divisional Alignment A DIV 6 Teams B DIV 8 Teams C DIV 8 Teams D DIV 8 Teams (*) 40 DIV 7 Teams 50 DIV 5 Teams (*) 60 DIV 8 Teams 70 DIV 6 Teams Bat Testing 2019 Bats Grandfathered Testing Weekend June 19, 20 9:00 AM to 1:00 PM In-Season Testing Tuesdays, 6:30 7:30 6 nights Schedule on website 7

2021 League Updates - Return to Play Stage 2 Started June 10 Game play has no restrictions Concession tables limited to six Sanitizer will be available throughout the facility Concession staff have option to wear PPE Vaccines will not be mandated Any COVID+ cases must be reported to City (via weblink) 8

2021 League Updates - Return to Play Stage 3 Starts late June Open without restrictions Concession tables not limited Sanitizer will continue to be available throughout the facility Concession staff will continue to have option to wear PPE Vaccines will not be mandated Any COVID+ cases must continue to be reported to City (via weblink) 9

2021 Team Fees Dues for 2021 $2,550 per team except +70 Division who pay $1,910 per team Payment Options All fees are due by July 1 e_Transer funds to treasurer@samspaslowpitch.com Please include your team's name with the transfer No Fee Reduction for a Shortened Season At the last General Meeting (April 10), teams agreed to charge a full fee provided we could schedule 21 or more games What about rain-outs? There are no available time-slots for rainouts. Only one Friday night available If teams insist on rainouts, we could try using a weekend or two, but many teams are reluctant to use weekends that way. Reach out to Lynda if interested. 10

2021 Gift Card Program Gift Card Allocation Donated to League 2021 Batting Cage 2022 Batting Cage 2021 Beverage Room TOTAL $7,475 $1,400 $1,600 $9,565 $20,040 Image result for gift card clip art Thanks for getting your choices in to us on time! 11

Signboard Advertising Program Issue: - Large supply of unallocated signboard space - Current incentive program not adequate for sales growth Opportunity: - Encourage sales through higher incentives 50 / 50 split of net revenue after costs On first 3-year term Available to: SAMSPA Players and Teams (Money in your Mitt Program) Local Community Groups Individuals Applies to: Fence boards, bleacher signs and diamond naming rights 12

Signboard Advertising Program - Examples Single Signboard Four Signboards Bleacher Board Diamond Naming (3-year term) (3-year term) (3-year term) (5-year term) $1,275 per board (-$475) costs $800 net profit $4,800 for boards (-$1,675) costs $3,125 net profit $10,000 diamond (-$2,000) costs $8,000 net profit $2,075 per board (-$725) costs $1,350 net profit $400 to Seller $1,562.50 to Seller $675 to Seller $4,000 to Seller 13

Information Items Policies Alcohol and Drug Policy No bringing in outside liquor No drinking in dugout or surrounding area while game is on First offense $100, second offense is team expulsion from league Air Quality Policy Use Air Quality Health Index (AQHI) at http://airquality.alberta.ca/map/ AQHI = 7-9 (President makes call) AQHI = 10+ (Games cancelled) 14

Information Items Policies Roster Policy Team rosters due no later than July 21 Submit via webpage Teams can only use players on roster for playoffs Maximum roster size of 25 Players cannot be on two roster in same Division Failure to submit roster by due date will result in forfeited games after July 21 until roster is submitted Uniform Policy Minimum of 7 players should have matching uniforms Jerseys are to include numbers Caps are optional, but should match Teams have until July 21 to comply 15

Information Items Policies Cannabis Policy Our guidance on Cannabis restrictions come from the City of St. Albert Space leased from the City is considered public and as such, consumption of cannabis is not permitted at SAMSPA Please review all policies and rules on the SAMSPA website and ensure your players are familiar with them. 16

Information Items League Procedures Player Waitlist We have 21 players looking for teams on website Protests File protests with SAMSPA Operations Coordinator at admin@samspaslowpitch.com Game Sheets Keep until end of season for contact tracing Posting Scores Scores should be posted via website or app by winning team no later than next day Cancellations / Defaults Must provide 24 hours notice for cancellation otherwise subject to a $100 fine Key Dates Schedule Release: June 9, 2021 League Start: June 21, 2021 Cages Open: June 21, 2021 17

Information Items League Procedures Practice Times Available June 14 to June 17 Slots at 3:30, 5:00, 6:30 and 8:00 Some slots still available Contact SAMSPA Operations Coordinator at admin@samspaslowpitch.com League Communications Mandatory Player Emails Safety Update Our Player Safety Director (John Pulkrabek) has provisioned new First Aid Kits and new pads for our Defibrillator First Aid kits and Defibrillator will be accessible at the Concession Field Condition (web, phone, text) Web: Field Conditions Page Phone: 780-460-7234 (Option 1) Text Notification: see home page Posted at 2PM 18

Rule Changes 1. Should a courtesy runner from home be forced to stop at first base? Ruling SAMSPA will keep the existing rule which permits a runner from home advancing as far as they can. Can a team use a courtesy runner at 2nd base to start an extra inning? 2. Ruling Teams will be allowed to start a courtesy runner at 2nd base in extra innings. 19

SAMSPA Tournaments SAMSPA is hosting two upcoming tournaments to help raise funds for the league. July 23 25 August 20 22 Mixed and Men s Tournament $450 Entry Fee, CASH Payouts, 5 GG Pre-register at admin@samspaslowpitch.com Please help us get the word out and get teams registered. We are also looking for volunteers for these two weekends so please reach out to the email address above and volunteer! 20

New Business Lynda Survey From the floor? Motion to Adjourn 21

Motion to Adjourn Thank you! Next Meeting: SAMSPA 2022 Annual General Meeting TBD 22